Middlebury College Alumni Admissions Program

Transcription

1 Middlebury College Alumni Admissions Program Using the AAP Portal (first time users or use as a refresher) The AAP Portal is your source for interviewing information management and your connection to the AAP program. You will be able to change your password, update your personal information with the College, access your interviewer and applicant lists, fill out the alumni report if you assign yourself applicants to interview, check decisions, and find other links to newsletters and useful information. Your username will be the preferred address we have on file for you, and after logging in with your initial PIN you will be required to create a new password that contains: 1. At least one letter 2. At least one capital letter 3. At least one number 4. At least 8 characters Please keep your username and password accessible. If you forget your password you can use the Forgot Your Password? link, but note that it will require that you remember the address you used as your username. Another important note: when you log out of the system you need to close all browsers in order to log out completely. If you do not do this, your login remains active! You should never log into the AAP portal from a public computer, such as a computer used by multiple users at a cyber-café.

2 First-time login The first time you log into the new system, you will be presented with a form stating Conflicts of Interest and Best General Practices. Please read through this information carefully, and if you agree with the statements, click the Yes checkbox: If you have a conflict of interest that prohibits you from participating in the program, please click the No checkbox and make sure to click the Submit box so we can remove you from the AAP program for this year. Feel free to reach out to us at aap@middlebury.edu if you have any questions about your participation in the program. Once you have clicked the Yes checkbox, you will be asked which rounds you would like to participate in this year. If you will not be interviewing, select that option and proceed to checking your address. Once a specific round is selected, you will be asked how many interviews you would like to do for each round. You will also be asked whether you are willing to conduct interviews outside your region via Skype or Facetime: Personal Information Since most communication is conducted through , and this is also your username for logging in, please let us know right away if you would prefer that we use a different address. It is also very important that we have your correct mailing address since that is the basis for connecting you with the correct region. Please click either Yes or No in response to the Is your name/address correct? question. If you click No, the Change of Address link will display. Note that address changes may take up to a week to process. Once you have completed this form, click the Submit button and you will have access to the full Alumni Admissions Program Portal.

3 AAP Portal Basics There are three tabs at the top of the screen, Home, Interviews, and College Fairs: Home Tab Each time you log into the system you will begin on the Home tab. Please review this page for important messages it is our main method of communicating with you throughout the season. You will also find much information in the Useful Links section, including the AAP calendar, tips on interviewing, and the latest AAP Newsletter. Interviews Tab You will probably spend most of your time on the Interviews tab of the AAP Portal. The My Interview Assignment section lists any students you assigned yourself to interview. Clicking an applicant s name will display their contact information, the link to the interview form, the date that the interview was assigned, and the status of the interview form. This is the same section that appears for your volunteers (displaying their assignment information). The Applicants in Your Region section is where you will make interview assignments, as described in detail later in this document. The Active Interviewers section lists all active volunteers in your region, and is also described in detail later in this document. College Fairs Tab The College Fairs tab allows you see which college fairs are in your area. If you are interested in representing Middlebury at a college fair in your area, please send an to aap@middlebury.edu so we know of your interest, and then check the College Fairs tab regularly for fairs in your area. The Interviews Tab (for Chairs) In addition to finding information regarding the interviews that you have assigned yourself, and the status of any interviews you have started or completed, AAP Chairs have two additional sections on this tab: Applicants in Your Region, and Active Interviewers. Clicking on the name of the applicant in the Applicants in Your Region section will give details on the applicant, including a hyperlinked address and home and mobile phone numbers. Similarly, clicking on the name of a volunteer in the Active Interviewers section will provide additional information, including Home and Work phone numbers and any current assignments:

4 Note also that clicking on any of the columns in each section will sort the column, first in ascending order, and if clicked again, in descending order. The Applicants in Your Region section provides three methods for assigning interviews: Method #1 (simple assignment): Click on the Interviewer drop-down and select a volunteer. Method #2 (assignment by proximity): Click on the name of an applicant and use the Assign To drop-down. Note that this method displays the distance between the volunteer and the applicant. Method #3 (bulk assignment): Click on the checkbox next to one or more applicants and a drop down will appear under the Applicants in Your Region text. Select a volunteer and they will be assigned to all applicants whose checkbox is selected. Detailed instructions for these three methods are listed on the following pages. Assignment s Volunteers will receive an notifying them of their assignments within 24 hours of the time that you make the assignment. Generally speaking, assignment s are sent out automatically by the system overnight. This allows you to make assignments and change them within a single day, but be aware that, if you change an assignment after the has been sent, you will need to notify the original assignee that you have made the change. While we try to encourage volunteers to check the AAP portal for the most current status of their assignments, we are aware that some volunteers will make calls to applicants based solely on the , and won t realize that an assignment has been changed. Please be careful about any assignment changes to avoid the situation where an applicant is contacted by more than one volunteer.

5 Method #1 (simple assignment) Click the drop-down in the Interviewer (# assigned) column and select an interviewer from the list: All volunteers in your region who have indicated that they are available for the applicant s round will display, with the number of interviews currently assigned in parentheses. Click on the alums name and their name will appear in the Interviewer column and the status will change to Assigned. Note that 1) the number of interviews assigned will not be updated until you refresh the page and 2) the Status column will change to the date of the assignment after you refresh the page:

6 Method #2 (assignment by proximity) Click the name of the applicant and the following pop-up is displayed: All volunteers within a 50-mile radius from the applicant s active address who have indicated that they are available for the applicant s round will be displayed, sorted so the nearest alum appears first. Note again that the number of interviews that have already been assigned to the volunteer appear in parentheses. Select an alum from the list and click the Submit button to make the assignment. You will be returned to the Interviews tab, with the volunteer s name in the Interviewer column and the Status changed to the date the assignment was made: Note that the active address may be the student s boarding school address. The AAP Coordinator here in the admissions office also has the ability to assign a region to an applicant independent of their active address.

7 Method #3 (bulk assignment) The third method allows you to select multiple applicants and assign a single volunteer to all selected. To do this, you must first click the checkbox to the left of at least one applicant s name. Once a checkbox is selected, you will see a new drop-down appear under the Applicants in Your Region text: Select a volunteer from the newly visible drop-down menu and all applicants selected will be assigned to that volunteer, and the bulk-assignment drop-down will no longer be visible:

8 Active Interviewers This section lists all alumni volunteers who are registered in your region. Note that they may not have completed the initial pledge form, so there may be more volunteers listed in the Active Interviewers section than appear in the distance drop-down list in Method #2. Please feel free to contact those alums who have not yet signed the pledge and encourage them to do so. The Download link will download the entire Active Interviewers table to Excel, which you can use to communicate with all volunteers in your region. Click on the name of a volunteer to see additional information including their full mailing address, phone numbers, number of requested interviews, and all current assignments: This is also where you can keep track of the assigned and completed interviews. Note that the columns are all sortable when their titles are clicked. So, for instance, you can sort the list Assigned, and easily see which volunteers have completed their assignments. Skype Interviewers You will note that there is a column which indicates if a volunteer is willing to conduct a Skype interview. Please use the Skype option when you don t have a volunteer in close proximity to applicants needing to be assigned (i.e. if applicant and volunteer are more than 50 miles from one another.) Thank you for your good work on behalf of the Admissions Office. Please do call me anytime you have questions. Joanne Leggett,